IAS Governing Council Election Procedures
Procedures for IAS Governing Council Elections according to the IAS Bylaws, and IAS Rules and Procedures
According to the IAS Bylaws, article 8.9, the term of office on the Governing Council (GC) shall be four years. Elections shall occur in a staggered manner. A GC member may be re-elected for one additional consecutive term.
Before the commencement of the GC elections, the President-Elect and Treasurer shall be elected from amongst and by the current GC members. The IAS secretariat shall arrange for nominations and assist in the voting procedures for the vacating GC seats for each region.
Phase I – Nomination
In November 2017, GC members who are eligible to run for a second and final term shall be approached and invited to either accept or decline the offer to run for re-election.
The IAS secretariat shall commence election-related communication with all its paid members in January 2018. At this time, an email shall be sent to all members eligible to nominate and vote, announcing that nominations are open. In order to ensure geographical representation from across the regions, only one member per country may be elected to the GC. Therefore, members in countries already represented by the remaining GC members in each region cannot be nominated to run for election1. The nominations page shall list the responsibilities of becoming a GC member and shall also include the criteria and deadlines for what a completed nomination entails. Nominations will be accepted from 16 January to 6 February 2018.
Only individuals who have been paid-up IAS Members for at least one year at the time of the call for nominations on 16 January 2018 may nominate candidates for the GC. The candidates are required to have been paid-up IAS Members for at least two years on 16 January 2018.
In February 2018, a list of nominations from each region is collected by the IAS secretariat and all candidates nominated by two or more members other than themselves are identified. The IAS shall then contact these nominees to confirm their interest in running for election, and to solicit recent CVs, biographies, photos and references. Each biography will be limited to no more than 500 words and shall include a description of the candidate’s aspirations for the IAS. Nominees who fail to respond during this time shall be removed from further consideration.
In March 2018 the IAS secretariat shall present a list of candidates who have accepted the nomination, together with their background material, to the GC. GC members who are up for re-election and have accepted to run for a second term shall be automatically included on the final list of candidates. The GC will review the material to ensure that each candidate meets the below criteria to run for election.
A candidate for the IAS Governing Council shall:
- be a person working professionally in the field of HIV and AIDS;
- have been a paid-up member of the IAS for at least two years;
- be able to demonstrate leadership in their field;
- be able to demonstrate a sustained commitment to the ethics, and the vision, mission and values of the IAS;
- be able to demonstrate knowledge of HIV and AIDS organizations, societies and networks within their region, as well as engagement with them;
- be prepared to actively participate in and contribute to the annual IAS Governing Council retreat in November/December and an annual IAS Governing Council meeting in conjunction with the International AIDS Conference/the IAS Conference on HIV Science;
- be prepared to become actively involved in at least two IAS committees, advisory groups or working groups, as well as in IAS conferences (e.g. as a chair, member, speaker, point person etc.);
- be nominated by two members of the IAS (other than themselves), who must have been IAS Members for at least one year; and
- agree to the nomination.
Phase II – Voting
In April 2018 all final candidates for each region shall be listed on a web-based voting site, with CVs, biographies and photos of each candidate. IAS Members who have been members for at least one year and who paid their membership fee before the call for nominations shall be contacted by email and asked to electronically vote for candidates in their region. Votes will be accepted from 12 April to 3 May 2018.
In May 2018 the candidates with the most votes in each region shall be identified, taking into consideration the one member per country rule, and that the assigned seat for one member in the Caribbean is filled by the member with the most votes in this area. The references of the top candidates shall be checked by the GC before confirming the election results.
The 2018 IAS Governing Council Elections shall be completed by June 2018. The outcome of the election shall be presented at the IAS General Members’ Meeting in conjunction with the 22nd International AIDS Conference (AIDS 2018) in Amsterdam, in July 2018, and posted on the IAS website.
1 Except for the United States and Canada region, where both countries should be represented. IAS Members in the following countries will not appear on the list of potential nominees in the 2018 IAS Governing Council Elections, due to the one member per country rule: Argentina, Australia, France, Germany, Jamaica, Japan, Kenya, Mexico and Zimbabwe.